The Technical Producer is responsible, together with the Administrative (Admin) Producer, for successfully overseeing the work of the show’s Production Team. The Technical Producer is responsible to the Powerhouse Theatre Board for the overall management of the following positions/departments/committees:
- Costume Design
- Light Design
- Set Design
- Sound Design
- Special Effects
- Stage Manager
- Head of Set Construction
- Set Décor
- Light Operator
- Sound Operator
- Hand Properties
- As soon as the producers have been identified, meet with the Admin Producer to review each other’s job descriptions, discuss lines of communication between them and with the Production Team, and confirm the division of labor between the producers (e.g. calendar, contact list, expenses, etc.).
- Become thoroughly familiar with the play.
- Meet with the Director to discuss objectives and any special requirements.
- With the Director’s input, select the Designers and Committee Heads for the above committees. All positions which are artistic in nature and/or involve design elements must be run past the Director before being added to the team. Note: The Director may have already recruited Set, Light, Sound and/or Costume Designers.
- Obtain scripts and distribute to Production Team members as needed; maintain a record of script recipients. Expect to have scripts returned at Strike.
- Arrange a meeting with the Director and Designers to confirm the requirements for set, lighting, sound, props, costumes, special effects, etc. Include additional members of the Production Team as indicated by the Director and Design team.
- Meet with the Director, Admin Producer and Stage Manager to develop a Production Schedule. Each person present will set down deadlines for their respective committees. When deadlines have been finalised, one of the Producers will enter everything into a calendar, and send it to the others to be proofread. Once confirmed, one of the Producers has it printed and circulated to the Production Team and posted in the Club Room.
- V.P. Productions will distribute the budget to the Admin and Technical Producers. Check with Treasurer/Bookkeeper regarding purchasing requirements and cash advance. The Treasurer will issue a cheque for the cash advance and will provide the spreadsheet to track expenses. The Administrative Producer typically manages the cash, keeps track of all receipts and maintains the spread sheet.
- Select Committee Heads (as listed above), distribute their job descriptions and advise them of their budgets. Work with them to ensure each department/committee is adequately staffed.
- Ensure Committee Heads understand their job description and the importance of the deadline dates on the Production Schedule.
- Become familiar with theatre policies and seek clarification from the V.P. Productions as necessary.
- Send reminders to Production Team members in advance of each production meeting.
- Ensure you are aware of the online audition application process (inquire with Director of Marketing)who liaises with the webmaster). Work with the Director to submit audition information to the webmaster for posting on the website (e.g. character list/ description, script excerpt, and obtain access to the online talent bank for your production. etc.). Meet with the Director to establish how they would like auditions to be handled — each Director auditions differently (e.g. open or private auditions). In cooperation with the Director and Stage Manager, set up and assist with organization of the auditions. Have script excerpts copied for auditions, if needed, and be prepared with paper applications for those who have not applied online. Confirm whether the Director requires head shots.
- Before rehearsals get underway, arrange with the Admin Producer and the Director a first read-through with introductions for all Cast and Crew, followed by a social. The V.P. Productions (and any other interested Board members) is invited to attend to clarify their position and role in the production. At that time, Powerhouse’s policy regarding filming of rehearsals or productions as it applies to this production should be clarified.
- Contact the Key Master to have keys and codes issued as required for Tech team members.
- Chair Production Team meetings as indicated in the Production Schedule and arrange any additional meetings, as required (not in conflict with the rehearsal schedule). Send reminders of production meetings in advance. Stay abreast of requirements for your various committees at these meetings. All department/committee heads must have a chance to voice their concerns and should be assured that they will get help if they need it. If someone is feeling overwhelmed or overworked, they need to know that help can be found.
- Ensure your committees keep to the deadline schedules set out in the production schedule.
- Inform all your committee heads to give bills and receipts with name and department on them to Administrative Producer promptly. It is advisable to keep track of purchases and spending of your Tech team.
- Arrange all work parties. The Powerhouse Board can provide an up-to-date membership list to assist with finding sufficient help.
- List complimentary ticket requirements and give to the Publicity Coordinator on the Admin Team (items that have been loaned to the production usually merit complimentary tickets). Send special Acknowledgements to the Program Coordinator. (Note: We do not acknowledge our own theatre members in the Program.)
- When items are borrowed for use in a production, a Borrowing forms needs to be completed by the Tech Producer. They can be found in the Tech Producer’s folder.
- Attend rehearsals as required to familiarize yourself with the overall needs of the play relevant to your areas of responsibility.
- Relay technical rehearsal notes from the Director to relevant department/committee heads. Once tech week begins, the Stage Manager will take on this role.
- In conjunction with the Administrative Producer, consider organizing a production social during the rehearsal time frame.
- Ensure that Light/Sound Operators are thoroughly briefed; call them to rehearsals as required in consultation with the Stage Manager.
- Be available for emergencies and advice.
- Be aware that the Stage Manager is in charge of the run of the show.
- Collect any outstanding bills or receipts from technical crews and submit to the administrative producer.
- Collect and organize the Director’s gift: usually $2-5 dollars each from the cast and crew.
- Organize and assign people and duties for Strike. Post duties and responsibilities in advance to all are aware.
- Be present at and oversee Strike.
- Collect keys, scripts and job description manuals from committee heads. Make sure job description manuals are returned to the Job Description box in the Club Room.
- Ensure committee heads return all borrowed items to their owners as soon as possible
- Check with the Rental Manager regarding rentals immediately following the strike.
Attend a de-brief meeting to review the entire production process as arranged by the VP Productions. Be prepared to share your input regarding what you think went well, the challenges you experienced and lessons you feel would be helpful for future productions.